E-mail & E-Sharing

Listserv

A listserv is a good option for repeated correspondence with a certain group of people. The UC listserv has built-in throttling to ensure that the university e-mail systems are not overwhelmed by any mass communications being sent. Owners of the lists (who typically requested the lists to begin with) can authorize mailings themselves; no pre-approval by UCIT E-Mail Services is required once a list is established.

Any third party applications which are developed to automate the distribution of e-mail to the university as a whole must be authorized by UCIT E-Mail Services prior to deployment.

How do I request/create a list? 

Connect to the following site https://listserv.uc.edu and click on “Apply for a new mailing list.” Once requested, a notification message will be sent to your e-mail account stating the list is ready for use.

Apply for Mailing List

Notes: List names cannot be more than 15 characters in length. Lists cannot contain special characters or spaces. Students must be sponsored by a faculty member for a list. Owners must use a valid UC e-mail address.

What type of lists may I have? 

  • Open Discussion List which allows subscribers to openly submit to the list
  • Edited/Moderated List messages sent to list will require approval by the editor or moderator before being sent out to everyone
  • Announce-Only List in which only the list owner may post to the message

I logged in but I can’t see the list I requested. 

When you created the list, you specified the e-mail account you wanted the list created under, such as johndoe@ucmail.uc.edu. Verify that you are logging in using the correct address and not an alternate address such as jondoe@uc.edu. If you are still having issues, contact our Help Desk.

I forgot my password, how do I reset it? 

Connect to the listserv site at https://listserv.uc.edu and click on “Log In."

Login In

Once you click, you will be taken to another screen. Within the paragraph, click on “Get a new LISTSERV password” and enter in your e-mail address and desired password. A confirmation message will be sent to your e-mail account for verification.

Get a new LISTERV password

How do I rename an existing list? 

You cannot rename a list. You must request the deletion of the existing list and request the creation of a new list. You can send the deletion request to listadmin@ucmail.uc.edu.

Remember to export your current recipients before you delete your old list if you are planning to re-import them into a new list.

How do I get a list of all subscribers I have on my list? 

Log in as usual and select the list you want to modify. I've selected the list OHECC_2011. Under "List Management," select "Subscriber Management."

Subscriber Management

On the "Single Subscriber" tab, scroll to the bottom and you will see two options under Review List Members: in browser or by e-mail. Select the option that works best for you. 

single Subscriber

How do I get a copy of my listserv configuration, owner, moderators, etc.? 

Create a new message from the account you subscribed and in the subject line and message body put in the keyword of “get” followed by the list name you want to get the information from.

For example, if I wanted to get a copy of the configuration for the listserv name of OHECC_2011, I would create an e-mail like this.

get OHECC 2011 Example

A message will be sent back to you on the listserv name with the current configuration.

Note that this command may lock the list so you will have to issue an unlock (see next FAQ).

I received a message stating that my list is now locked? How do I unlock it? 

Create a new message from the account you subscribed and in the subject line and message body put in the keyword “unlock” followed by the list name.

For example, my listserv name is called OHECC_2011 and I'd like to unlock it. Here is the e-mail I would send.

unlock OHEC_ 2011 Example

A message will be returned stating the list has been unlocked.

How do I import a list of subscribers? 

First, create a list of just the e-mail addresses to import. Make sure it is in a flat text file (can use notepad) with one user per line. Then log into the listserv at https://listserv.uc.edu and under “Web-based List Management” select “List management interface.”

List Management Interface

Select the list you want to update and then click the "Configure” button.

Then under “List Management,” select the “Subscriber Management” function and the “Bulk Operations” tab.

Subscriber Management

Select to add e-mail addresses and browse to the text file you created and click on the “Import” button.

Bulk Operations

How do I find out who is an owner of a listserv? 

Contact our Help Desk and ask that a ticket be opened. State what list you are inquiring about and you will receive a response once the trouble ticket has been processed.

I posted a question to the list but I haven’t seen it go to the users yet? What do I do? 

List requests can take some time to process depending on current list postings being sent out. If the message does not arrive within an hour, please contact the Help Desk and open a ticket. Be sure to state what list was posted to, as well as the time and subject that was sent.

I get an error message “An error occurred while logging mail to…” or I get an error trying to access the archive area for my list. 

Please contact our Help Desk and open a ticket.The list archive could be corrupt or missing and require manual recreation.

How do I add an owner or moderator to a list? 

As the owner, you have full rights to the list. Connect to https://listserv.uc.edu and log into your account. Under the "List Management Dashboard," select the list you want to modify. (Note that if you have only one list, the screen will look a bit different.)

select list

Under “List Management,” select “List Configuration” and then “List Configuration Wizard.”

List Configuration Wizard

Select the “List Maintenance” tab and enter/change the Editor or Moderators. You can also click on "Owner" to modify the owners of the list.

List Maintenance tab

I’m getting an error message stating some of my subscribers are being monitored. What does that mean? 

If messages to your subscribers are being bounced back because they could not get delivered, the list will monitor those users. Non delivery (NDRS) can be caused by various reasons such as user mailboxes being removed, network issues, mailboxes being over quota. The listserv will automatically remove the subscriber if repeated delivery attempts fail.

How do I subscribe to a list? 

Create a new message from the account you want subscribed and in the subject line and message body put in the keyword “subscribe” followed by the listname and your name (put a space in between the three pieces of information).

For example, I'd like to subscribe to a listserv named OHECC_2011 and here is the e-mail I would send.

subscribe OHEC 2011 example

How do I unsubscribe to a list? 

Create a new message from the account you subscribed and in the subject line and message body put in the keyword of “unsubscribe” followed by the listname.

So, if I wanted to unsubscribe from the listserv OHECC_2011, I'd send the following e-mail.

unsubscribe OHECC 2011 example

How do I post to a list? 

Create a new message from the account you subscribed and send it directly to the listname you created. Put in whatever subject as well as information on the body of the message you want to send out. Some lists have restrictions on message content and attachments. Those are controlled by the list owner.

So, if I wanted to send a message to the OHECC_2011 listserv, I'd send the following e-mail.

post OHECC 2011 example

How do I stop mail while I’m away from the office? 

Create a new message from the account you subscribed and in the subject line and message body put in the keyword of “stop” followed by the listname you want to stop receiving mail from.

So, if I wanted to stop e-mail from my OHECC_2011 account, I'd send the following e-mail.

set OHECC2011 nomail example

To restart your mail, send the following message including the subject in the body of the message as well.

Here's an example for my OHECC_2011 account.

set OHECC 2011 mail example

I’m subscribed to a list but I’m getting overwhelmed by the amount of mail I’m getting from it. I’m still interested but what can I do to help in this problem? 

You can use the “Set” and “Mail digest” commands which will consolidate the mail into a single large message, usually once a day. You can then check the list of topics at the beginning of the message and scroll down to what interests you. To do this, create a new message from the account you subscribed and in the subject line and message body put the following type "set" listname "mail digest" and send.

So, if I wanted to do this for my OHECC_2011 listserv, I'd send the following e-mail.

set OHECC 2011 mail digest example

I couldn’t find the answer to my question here. 

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